Welcome to Travel Training Welcome to Travel Training Travel Services and AFISM

Class Objective: To provide users with information to help their department comply with Tech travel policies as well as to accurately complete travel documents online.

●Online Travel System - ●Travel Services Website - ●State Contract Info: - ●In/Out of state meal & Lodging rates - Travel Services Web Links

Vendor Codes Vendor Code Required Search Vendor Tab Create Vendor Code Vendor Payment Website -To provide vendor info -To provide check info

Account Codes 7BO In-state Travel 7B1 Out of state Travel 7B2 Foreign Travel 7B4 Apartment House Rental 7B5 Prospective Employee 7B6 Student Group Travel 7B7 Participant Travel 7N0 Registration Fees 7N4 Food and Entertainment

Travel Application Submit prior to trip –Recommend at least 2 weeks prior to trip –International travel submit at least 50 days prior to departure Request travel advances and TR’s Submit prior to submitting voucher. May be entered on the same day. All International travel by state employees on state business requires OIA approval, even if personal funds are being used.

Travel Advances Issued for airfare, lodging and meals for employees with no credit card. Released 2 days before travel date. May request approval to be released earlier if necessary Conference brochure required for advances for conference rate Issued for prepaid expenses with credit card statement not transaction summary Not issued to non-employees, undergraduate students or employees with outstanding advances. Must be picked up in Travel Services. I.D. required.

Transportation Requests (TR) Business Travel Accounts (BTA ) To purchase airfare for employees without a credit card or for guests Must use SWABIZ or local travel agent SWABIZ required for cities: Austin/Corpus Christi/Dallas/El Paso/Houston/San Antonio/Albuquerque, NM/Los Angeles, CA/New Orleans, LA/Oklahoma City, OK/Tulsa, OK/Phoenix, AZ/St. Louis, MO. Requested with application Not processed until application is approved

Airfare Fares may not exceed state contract rates Request a BTA/TR for travelers without a credit card or for guests May use SWABIZ or Travel Agent for booking May use Internet booking tools on local funds Advances are issued for prepaid airfare with credit card statement

Meals May claim per diem or actual with detailed meal receipts. Detailed meal receipts required for student group travel. Federal Per Diem Rates are used for instate rate. If city not listed use the standard rate $85 and $36. Federal rates are used for out of State Meals for one day travel are not reimbursable.

Meals Meal limit breakdowns based on 20%-30%-50% rule for 3 meals: BRK LUN DIN $36.00 day = $7 / $11 / $18 $44.00 day = $9 / $13 / $22 $54.00 day = $11/ $16/ $27 $64.00 day = $13 / $19/ $32

Lodging In-State and Out-of-state Lodging rates are listed on the Federal Per diem website. ●Overage is not reimbursed on state funds Requests for Overage Exceptions To Travel Department if using local funds To SPAR if using grant funds Provide signed exception form with brochure Guest Lodging procedure is available for guests.

Car Rentals Contract rental agencies and rates may be found at state contract link Be sure traveler is charged the state rate. (Use agency code shown on link and state agency code 733.) Important Tips: – Insurance is included with a contract rental – There are NO TAX EXEMPTIONS on rental cars

Conferences Early registration fees for conferences may be paid on a P-card or a PO or state travel card. Can request advance if traveler prepaid using travel or personal credit card by providing statement. Contact Travel Services if you have a problem paying with J.P. Morgan Chase credit card.

Automobile Travel Automobile Travel “Four-Per-Car” Rule Two to four state employees traveling to the same conference may not travel in separate vehicles Only one person may claim mileage; mileage includes wear & tear and gas If an employee wants to travel alone : –Explain reason in writing and request prior written approval from department – Submit approval with voucher

Group Travel Advances are issued for 90% of request to a sponsor even if they have a travel credit card. Application is submitted in sponsor’s name List travelers’ names and SSNs on application and voucher Itemized Meal receipts are required or students may sign a form showing they received the per diem

International Travel All international travel by state employees on state business requires OIA approval, even if personal funds are being used! International travel may not be reimbursed on state accounts. Meal and Lodging Reimbursements –Actual expenses for meals and lodging with itemized meal and lodging receipts –May claim meal per diem by using the International website at

International Travel Requests for travel will not be approved to a nation that is, at the time the request is received, subject to a Travel Advisory issued by the U.S. State Department. Check website for current travel advisory: – htmlhttp://travel.state.gov/travel_warnings. html Supplemental insurance policy, “Travel Accident Emergency Evacuation Insurance” –OP Attachment A

Canada, Mexico, Alaska, Hawaii, and U.S. Possessions Canada, Mexico, Alaska, Hawaii, and U.S. Possessions Are not considered International Travel for account codes May claim Meal Per Diem or actual expenses with itemized receipts on local funds. Itemized meal receipts required on state funds. Canada and Mexico are not reimbursable on state funds Prior approval is required by OIA Office for Canada and Mexico

Direct Deposit Direct Deposit for travel payments is separate from Payroll. -Convenience for employee ‘s Travel advances and reimbursement’s. -Direct Deposit form is available on online travel system. *click on help>links>TTU-Travel Forms Please send form to Sandra Kiser M.S.1107

J.P. Morgan Chase Card An employee is eligible to apply for a J.P. Morgan Chase credit if they travel more than three times or have over $500 travel expenses in a year. Employee is personally responsible for payment of the statement. An employee may access their account information online at: – First time users please contact our office to activate User ID and password

6 Steps to accurately complete travel application 1.Make sure funds are available. 2.Plan Ahead! 3.Consult TTU OPs and Travel Web site and links.

6 Steps to accurately complete travel application 4.Make sure the following is available –Traveler’s (correct) R# –Contact name and phone # of preparer –Valid FOAP and Account Codes –International OIA Approval 5. Explanations must be in detail, with no acronyms or abbreviations. 6. Explanations must include Purpose, Benefit & Purpose to TTU

Need More Help? Need More Help? Call or visit Travel Services at Room 332 Drane Hall, Fax Lydia Mecalco, Travel Services Supervisor: Shirley Dobbins, Sr. Business Assistant: